You can import invoices from text files or Excel spreadsheets directly into QuickBooks Online using Excel Transactions software.
Connect your QuickBooks Online to Excel Transactions App from QBO AppStore by clicking the "Get App Now" button.
You can get the free trial of the product in the QBO AppStore.
Basic Import Steps
Click on "Upload File" Menu and upload your file
- Select your file and spreadsheet which has the invoices that you want to import
- Select the QBO entity as Invoices
- Set up the a Mapping of the columns in your invoice import file to the corresponding fields in QuickBooks (Refer below Section)
- Click Import and your invoices will be directly added to your QuickBooks company
The important step in the import is to map the your file headers to QuickBooks Field in Step 3 of the import.
- You need to map your file headers to "Excel Transactions" fields.This mapping will enable us to import your transactions properly in to QuickBooks company.
- In the mapping screen, we have the "Preview Mapping" button which can help you to visualize your current mappings per the QBO screen with your file headers.
- Please refer basics of field mappings for more info. If you have any confusion or doubts, feel free to drop an email to firstname.lastname@example.org.
Excel Transactions Fields
|Invoice No||21 Characters||Reference number for the transaction. By default, this value is used only for internal processing by Excel Transactions, and QBO auto-generates a new value. This can be changed in the import settings.|
|Customer||Characters||Name of the customer.|
|Invoice Date||Date||Date of the transaction.|
|Due Date||Date||Date when the payment of the transaction is due. If date is not provided, the number of days specified in the SalesTermRef added to the transaction date will be used.|
|Shipping Date||Date||Date for the delivery of goods or services.|
|Ship Via||30 Characters||Reference to the ShipMethod associated with the transaction.|
|Tracking No||30 Characters||Shipping provider's tracking number for the delivery of the goods associated with the transaction.|
|Billing Address Line 1||500 Characters||First line of the billing address.|
|Billing Address Line 2||500 Characters||Second line of the billing address.|
|Billing Address Line 3||500 Characters||Third line of the billing address.|
|Billing Address City||255 Characters||City name.|
|Billing Address Postal Code||31 Characters||Zip code.|
|Billing Address Country||255 Characters||Country name.|
|Billing Address State||255 Characters||State name.|
|Shipping Address Line 1||500 Characters||First line of the shipping address.|
|Shipping Address Line 2||500 Characters||Second line of the shipping address.|
|Shipping Address Line 3||500 Characters||Third line of the shipping address.|
|Shipping Address City||255 Characters||City name.|
|Shipping Address Postal Code||31 Characters||Zip code.|
|Shipping Address Country||255 Characters||Country name.|
|Shipping Address State||255 Characters||State name.|
|Memo||4000 Characters||Organization-private note about the transaction. This note will not appear on the transaction records by default.|
|Message displayed on invoice||1000 Characters||User-entered message to the customer; this message is visible to end user on their transactions.|
|Email||100 Characters||Email address. The address format must follow RFC 822 standard.|
|Email CC||100 Characters||CC Email address. The address format must follow RFC 822 standard.|
|Email BCC||100 Characters||BCC Email address. The address format must follow RFC 822 standard.|
|Print Status||Boolean||The Print status.|
|Email Status||Boolean||The Email status.|
|Shipping||Decimal||The shipping amount for this transaction.|
|Sales Tax Code||Characters||The TaxCode associated with the sales tax for this transaction.|
|Sales Tax Amount||Decimal||Total tax amount for this transaction.|
|Discount Amount||Decimal||The discount amount. You may enter either a discount percent or a discount amount. If the percent is specified, it will override the amount.|
|Discount Percent||Decimal||Percentage by which the amount due is reduced, from 0% to 100%. To enter a discount of 8.5% use 8.5, not 0.085. You may enter either a discount percent or a discount amount. If the percent is specified, it will override the amount.|
|Apply Tax after Discount||Boolean||If false or null, calculate the sales tax first, and then apply the discount. If true, subtract the discount first and then calculate the sales tax.|
| Service Date||Date||Date when the service is performed.|
|Product/Service||Characters||Name of Product/Service|
|Product/Service Description||4000 Characters|
|Product/Service Quantity||Decimal||Number of items for the line.|
|Product/Service Taxable||Boolean||If TRUE, marks the line amount for Tax calculation.|
|Product/Service Class||Characters||The Class name associated with this line.|
|Deposit||Decimal||The deposit made towards this invoice.|
|Show Sub Total||Boolean||If TRUE, It will add Sub Total Line|
|Custom Field Name (1)||15 Characters||Name of the custom field.|
|Custom Field Value (1)||31 Characters||Value of the custom field.|
|Custom Field Name (2)||15 Characters||Name of the custom field.|
|Custom Field Value (2)||31 Characters||Value of the custom field.|
|Custom Field Name (3)||15 Characters||Name of the custom field.|
|Custom Field Value (3)||31 Characters||Value of the custom field.|
|Currency Code||Characters||Reference to the Currency in which all amounts on the associated transaction are expressed.|
|Exchange Rate||Decimal||Default is 1, applicable if multi-currency is enabled for the company.|
The number of home currency units it takes to equal one unit of currency specified by Currency Code field.
|Enable Online Payment||Boolean||Set True to enable Online Payment|
Enable Intuit Payment
|Boolean||Set True to enable Intuit Payment|
|Enable CreditCard Payment||Boolean||Set True to enable Credit card Payment|
|Enable ACH Payment||Boolean||Set True to enable ACH Payment|
Most of us would have some questions while moving data to your QuickBooks Online. Some of them for your reference below:
- I want to import Invoices with Invoice Numbers from File. Is it supported?
Yes. It is supported. More Info...
- Will your application support Multi Line Transactions?
Yes. It will. More Info...
- I made some mistakes in the mapping. Your application imported wrongly.So my QuickBooks file got corrupted. Is there any way to undo or revert?
Sometimes it happens due to the wrong mapping. It is possible to delete the entire transactions which went wrong. Our DELETE feature is the rescue. More Info...
- I want to import Invoices using SKU's. Is it supported?
Yes. It is. You need to enable couple of settings while importing. More Info...
- I want to get an email for each upload. Is it possible?
Yes. It is. You need to enable couple of settings while importing. More Info...
- Is there any specific Import Settings?
Yes. We do have couple of important settings for import. More Info...
- Does your app support taxes?
Yes. It does. Tax model for U.S Companies.
- I don't want to create products automatically for my invoices. I can't create products before each upload. Is it supported?
Yes. It is. You need to enable couple of settings while importing. However. you can control this behavior. More Info...
- My file has some specific date format. I don't want to change the file. Will your product support all date formats?
Yes. You can select the specific date format as per your requirement. More Info...
- Do you have any sample templates?
Yes. We do have. Sample template for Imports.
- What are the file types supported by your application?
txt, csv, xls, xlsx files
- How do I report the issues if I am stuck?
Feel free to drop an email to email@example.com
Possible Failures & Troubleshooting Tips
The currency of the transaction is invalid for customer / vendor / account.
The given Currency is different than the default currency of the Customer. Please refer the Customer's Currency in QBO and update the same currency in Currency Field.
Duplicate Document Number Error : You must specify a different number. This number has already been used.
There is an another invoice has the same reference number. Please use the another reference number.
You have disabled "Assign the Estimate / Invoice / Journal Entry / Sales Receipt Numbers automatically" in Import Settings. By enabling this feature,QBO will automatically assign numbers.
Amount is not equal to Unit Price * Qty supplied value.
You can’t set both an amount and a discount percentage if the amount is not the sum of the discount percentage and the subtotal.
No matching reference found for this account.
Email Address does not conform to the syntax rules of RFC 822.
Amount is missing in the request.
Please check in QBO company settings if the appropriate preferences are enabled for the successful upload of current data set. E.g:Shipping, Multi-Currency, etc.
Please select a tax code for the shipping line.
No matching reference found for this customer.
There is no match found for given Customer Name.
Please enable "Auto Creation of List Entities (Vendor, Customer)" feature in import settings to create the customer automatically.
Transaction amount (Sum of line amounts) must be 0 or greater.
The discount amount must be non-negative.